Colstrip City Council Meeting Agenda

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City Council Meeting-September 23

regular meeting badgeGood morning Colstrip!  Your City Council will meet tonight starting at 7PM at City Hall.

Have you ever attended a Council meeting before?  It can be helpful to know the people who were elected to serve you and manage tax payer funds.  By going to a meeting you’ll get to meet your representatives and learn a little bit about them while watching them think through and decide on agenda items.

The line up for the evening is:

Public Comment and Participation
A. Public Hearing – Solid Waste Special Assessments

Unfinished Business
A. Drug & Alcohol Testing Policy
B. Resolution No. 2014 – R16/Goodwill Policy
C. Resolution No. 2014 – R22/Solid Waste Special Assessments

New Business
A. Interlocal Agreement w/Colstrip Public Schools
B. Mobile Home Purchase
C. Public Works Department Pickup Purchase
D. Bid Award – Backwash Treatment System

Let me know if you have any questions about the listed items. I can help you find out about the details.

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The Police Commissioner and a Snow Plow

On Tuesday night, September 9, 2014 starting at 7 PM, the Colstrip City Council will hold the first regular meeting of the month.   The agenda is a full one; the most items of business since the Spring.

1 .Public Comment and Participation

2. Unfinished Business
A. Drug & Alcohol Testing Policy
B. Goodwill Policy
C. Tree Ordinance

3. New Business
A. Solid Waste Special Assessments
B. Resolution No. 2014-R20/Rosebud County Pre-Disaster  Mitigation Plan
C. Resolution No. 2014-R21/Budget Transfers
D. Police Commission Appointment
E. Special Events Permit/Homecoming Parade
F. Snow Plow Purchase
G. Reduction In Force
H. Additional Police Officer Position
I. Code Enforcement
J. Starting Wages for New Police Officers and Dispatchers
K. Planning/Building & Zoning Official Position Description, Hours & Wage

See the official agenda on the City of Colstrip website.

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Colstrip City Update: Week of April 6, 2014

Summary:

On Tuesday night, 4/8, starting at 7:00 PM, the Colstrip City Council will meet in regular session at City Hall.

The main business on the agenda will be:

  • Public Hearing/Wastewater Preliminary Engineering Report
  • Resolution No. 2014-R09/Health Insurance Benefit for Mayor
  • Additional Public Works Department Employee
  • Resolution No. 2014-R10/Budget Transfers
  • Fireworks Purchase
  • Concrete Pad at New City Shop
  • Anthracite Purchase for Water Treatment Plant
  • Resolution No. 2014-R11/Safety & Health Program

The meeting will begin promptly at 7:00 PM.  All are welcome to attend.  Comments and questions are welcome during specified times of the meeting.

More information:

Public Hearing/Wastewater Preliminary Engineering Report

A public hearing for “the purpose of obtaining public comments regarding the ongoing Wastewater Preliminary Engineering Report project.”  During the hearing, the City’s engineer consultant, KLJ of Billings, will: provide an overview of the report and project, highlight the problems with the wastewater system used by the City, summarizes the recommended solutions and financing options.  The system is organized into two components: collection and treatment.  KLJ will provide seven (7) proposals to fix the collection system with costs ranging from $105,000-$372,000.  KLJ will also recommend eight (8) solutions to fix the transmission system with costs ranging from $34,000-$1.5 million.

Resolution No. 2014-R09/Health Insurance Benefit for Mayor

This resolution is a follow up to the previous Council meeting and a recent Personnel Committee recommendation.  The committee recommended the Council allow the Mayor “to be eligible for the payment of the individual Madison Plan Single Coverage premium available to (sic) the City’s health insurance provider, MMIA” and advised that there is enough funds in the Mayor’s budget to pay the premium.  They also noted that the cost to continue of the benefit into future budget years should be addressed in the upcoming budget year.

Additional Public Works Department Employee

The Public Works Committee met on Wednesday, April 2, 2014 to consider the request to create one more employee position within the Public Works Department.  The committee recommended that the Council approve one additional Union position within the Public Works Department.  Mayor Hanser also stated in a memo to the Council, “it is anticipated that the City would have two (2) Senior Operator Positions; two (2) Utility/Maintenance 1 Positions; one (1) Solid Water Position; one (1) Lead Operator Position.”  Public Works Directory Bryan Swan wrote in a memo to the Council that, “the hiring of an additional employee would be a first step toward that goal” of starting up new and improving current department programs.

On a related note, the Mayor also requested in a memo written to the Council that the Council would consider creating a position of assistant to the Public Works director in the future.

Resolution No. 2014-R10/Budget Transfers

This is a standard resolution that if passed would authorize the City to transfer various funds from one budget appropriation to another.  New money will not be added to the current budget, but merely moved to another account within the current budget.

Fireworks Purchase

The Colstrip Volunteer Fire Department will request permission to purchase fireworks for Colstrip Days celebration for the quoted amount of $7,378.50 from Big Sky Fireworks in Helena, MT.  This is an annual request and planned for in the annual budget.

Concrete Pad at New City Shop

When the new city shop was designed, a 1317 sq/ft concrete pad located in the front of the building was included.  However, this was taken out of the original design “to bring the bid price down”.  The Public Works Director now wants the concrete pad to be constructed.  It will “be used for parking and for a vehicle wash-down area” and :serve to protect shop foundation integrity by providing drainage away from the building”.  The shop building project came in under budget and the new concrete pad can be paid for from the shop building fund.  The total bid amount from Total Asphalt Repair is $10,410.50.

Anthracite Purchase for Water Treatment Plant

Anthracite coal is one of the three main components used in the water filters at the Water Treatment Plant; the other two being garnet sand and gravel.  The anthracite coal layer of the filter system is “at least 12 inches low in all 4 filters” and has not been re-added “for some time”.  In order to bring the anthracite layer back to an efficient layer, at least 1500 cubic feet is needed.  The Public Works Director solicited two bids from both suppliers the City has used in the past and received a bid from only one.  The supplier. Brentag, offered a bid for a total of $27,662.50.

Resolution No. 2014-R11/Safety & Health Program

The City utilizes an employee focused safety and health program with the goal of reducing “the number of job-related fatalities, illnesses, and injuries” and “applies to hazards covered by the Montana Safety Culture Act, General Duty Clause and by OSHA standards”.  The Council will discuss and possibly update the current health and safety program policies and procedures.

Note: All citations and quotes were taken from public documents provided by the office of Colstrip City Clerk.

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Colstrip City Update: Week of March 23, 2014

Summary:

On Tuesday night, 3/25, starting at 7:00 PM, the Colstrip City Council will meet in regular session at City Hall.

The business on the agenda will be:

  • Resolution No. 2014-R08/Allow Elected Officials Participation in MMIA Employee Benefits Program
  • Engineering Task Order No. 11/Water Plant Backwash System
  • Hawkins Chemicals Purchase

The meeting will begin promptly at 7:00 PM.  All are welcome to attend.  Comments and questions are welcome during specified times of the meeting.

More information:

Resolution No. 2014-R08/Allow Elected Officials Participation in MMIA Employee Benefits Program

At the previous Council meeting, Mayor Hanser requested the Council consider allowing the Mayor to participate in the medical benefit program provided to city employee’s and administered by the Montana Municipal Interlocal Authority (MMIA).  This resolution is a follow up to that request.  The resolution states, “the City of Colstrip determines that both elected and appointed officials of the City of Colstrip, including the Mayor, City Council members and the City Attorney should be eligible to participate in the City of Colstrip’s employee medical benefit program…”.  The resolution specifies that the “funding for this particular medical benefit will be made through either the City of Colstrip’s budgetary process and/or contributions by the official.”

If approved by a majority of the Council, this resolution would not require any official to participate, but only allow them to participate.

Engineering Task Order No. 11/Water Plant Backwash System

This item concerns a proposed second amendment to Task Order 11; an engineering task order authorizing KLJ of Billings to provide engineering services for the Water Plant Backwash System project.  The original task order was for the amount of $83,644.00.    The amendment seeks to add project services to the original order for the completion of the project: final design phase ($42,054.00), bid phase ($12,305.00) and construction administration ($43,557.00).  If approved, the proposed amendment will add a total of $97,916.00 to the original project cost.

Improvements to the backwash system are required by order of the Montana Department of Environmental Quality (MT DEQ).  The DEQ requires that “system improvements and compliance with Colstrip’s permit must be achieved by February 27, 2015”.

Hawkins Chemicals Purchase

Public Works Director Bryan Swan will ask the Council to approve the purchase of “14136 lbs of Aqua Hawk 457 and 3220.8 lbs. of Potassium Permanganate” from Hawkins, Inc, a chemical supply company in Roseville, MN, for the total amount of $13,231.00.  According to Mr Swan’s written report, “these 2 [sic] products used for water treatment have been purchased from 2 [sic] different vendors in the past but are both now purchased from Hawkins.”  The Council must approve the purchase since the total amount is over $10,000.00; the limit is set by the City purchasing policy.

Note: All citations and quotes were taken from public documents provided by the office of Colstrip City Clerk.

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Colstrip City Update: Week of March 9, 2014

Summary:

This week the regular City Council meeting time has changed from Tuesday 3/11 to Wednesday 3/12 starting at 7:00 PM at City Hall.

On the agenda will be new business:

  • Garage Size Variance Request/4011 Prospector Drive
  • Assisted Living Facility Conditional Use Request/7437 Castle Rock Lake Drive
  • Health Insurance Benefit for the Mayor
  • Police Vehicle Repair
  • Maintenance Worker/Laborer

The meeting will begin promptly at 7:00 PM.  All are welcome to attend.  Comments and questions, during specified times of the meeting, are also welcome.

More information:

Garage Size Variance Request/4011 Prospector Drive

4011 Prospector Drive is located in the R-3 Residential District.  According to city code, the maximum garage size for this area is 1800 square feet.  The owners want to store a truck used for a home business in the main garage and “store [various sized equipment] under a lean to addition to the proposed garage.  They are requesting a variance to build a 32′ x 60′ garage with an attached 10′ x 70′ lean to on the north side for a total of 2620 square. feet.”  This amounts to 820 square feet over the 1800 sq. ft. allowed for “accessory buildings” in the R-3 district.

Assisted Living Facility Conditional Use Request/7437 Castle Rock Lake Drive

The property at 7437 Castle Rock Lake Drive, currently used for business as the Lakeview Bed and Breakfast, is located in the R-1 Residential District and is for sale.  A Colstrip resident proposes to “purchase the property and run an assisted living facility from the location.”  A Conditional Use Permit is required in order to operate a business in this district.  The bed and breakfast operates under a “Permitted Conditional Use” but an assisted living facility is “not specifically listed as a permitted use under Conditional Use Permits.”  The proposed business will “be a twenty-four hour care provider seven days a week for between seven to twelve residents” and the business must be “licensed and inspected by the state and met [sic] all code requirements of the state.”

Health Insurance Benefit for the Mayor

Mayor Hanser submitted a letter to the City Council asking the council to “consider allowing the Mayor to participate in the City’s insurance plan and/or provide insurance for the position of Mayor.” The letter also states, “at this time there is no avenue for the Mayor to even purchase insurance through the City” and that the Mayor is “open to discussion on the subject; adjusting the monthly expense amount could be part of that discussion…as a budgetary concern, this may be provided for in the upcoming fiscal year.”

Police Vehicle Repair

One of the police cruisers, a 2008 Crown Vic, “has blown a head gasket.”  In 2013, the City Council budgeted for a 2014 Dodge Ram to be purchased by the Police Department to replace the Crown Vic.  The dealership, Veto Enterprises, offered a $2,000.00 trade in for the Crown Vic.  However, the trade-in is contingent upon the Crown Vic being in “good working order”.  The gasket repair is expected to cost $1,920.00.  The request that Police Chief Hert will present to the Council will include recommendations on what to do with the Crown Vic now that the repair cost diminishes the original trade-in value.  Two available options are to continue with the trade-in or try to auction off or sell the Crown Vic at a later time.

Maintenance Worker/Laborer

Public Works Director Bryan Swan will request approval from the Council to create a laborer position within the Public Works Department.  In the past months, the Council has requested better snow removal from city streets.  Director Swan thinks “the most effective use of manpower would be hiring a full time laborer” to primarily assist with snow removal during the winter months.  In addition to snow removal responsibilities, this position will assist in other projects around the shop and the Water Treatment plants and be used for various projects during the summer months.  The pay rate for the new position “would be $18 to $20 per hour.”